Ives Squared Coffeehouse/Café Request For Proposals Ives Memorial Library 133 Elm Street, New Haven CT 06510 Submitted: April 9th, 2026, Released: Open Date:

TABLE OF CONTENTS

I. RFP PURPOSE AND SCHEDULE

The New Haven Free Public Library (NHFPL), a municipal department of the City of New Haven, is pleased to invite for-profit and not-for-profit proposers to submit proposals to operate a café space located on the first floor of the iconic Ives Memorial Library, 133 Elm Street, New Haven, CT on the historic New Haven Green. Adjacent to the Ives Squared Makerspace, this coffee and food service is intended as an amenity to library users and an attraction to new visitors. This Property offers great potential and an exciting opportunity for innovative entrepreneurs to contribute to the library's transformation of a 5,500 sq. ft. area on the main floor into a state-of-the-art 21st century hub for entrepreneurship, makerspace activities, and civic engagement. The Library requests a detailed proposal (requirements outlined below) from vendors with experience in providing outstanding coffee/beverage, food/snack service and catering.

The RFP contains information regarding the property; the elements sought by the Library for café operation; submission requirements; and selection procedures. Proposals must address with all submission requirements to be eligible for consideration. All information and materials submitted will be thoroughly analyzed and independently verified. The selected Proposer must be qualified to execute the Project in its entirety, which will include leasing, marketing, financial reporting and operations management. Ives Squared is an exciting re-imagination of space in the library that will attract new users and delight current clientele, inviting them to explore, create, innovate and connect in new ways with access to state-of-the-art technology and amenities, including the café.

II. SITE DESCRIPTION

Ives Memorial Library, designed by world renowned architect Cass Gilbert, opened its doors in 1911 and serves as the front door on the historic New Haven Green and across the city to all members of the community, welcoming nearly 300,000 guests annually. It is open 6 days a week, Monday — Thursday from 10am to 8pm and Friday and Saturday from 10am to 5pm. An estimated 80 to 100+ library users are in the building at any given hour along with about 25 to 30 library staff. The original Ives Library facility was expanded in 1990 and the new café is located in the addition to the library, including 900+ sq. ft. of interior space and the capacity to open up the patio overlooking the New Haven Green on Elm Street with an additional 900+ sq. ft. for seasonal outdoor enjoyment. Thus, the total potential café space combined is 1,800 sq. ft. (Exhibit A is the architect's drawing of the café space.)

The Ives Squared Cafe serves as a catalyst to attract a diverse user base to the library and its operator is expected to understand and promote the mission of the library overall' as well as the specific goals of "Ives Squared," the newly renovated space for 21St-century learning, entrepreneurship and civic engagement. Ives Squared continues to successfully build upon its initial inception as a CTNext "innovation places" grantee, to further develop the growing ecosystem of innovative firms in the city, focusing on tech-enabled start-ups in the fields of digital workflows, biomed, and social entrepreneurship. The Café will be the social engine behind the impending transformation of Ives Squared.

The Café is a unique business opportunity, situated within a new service and program sector of the library that seeks to attract a cross section of New Haven residents in creative placemaking, civic dialog, small business development, and community building. By opening up café services onto the patio, the site offers the successful Operator wide exposure and visibility to the public from one of New Haven's essential traffic arteries and public transportation hubs, namely Elm Street between Temple and Church Street, adjacent to the New Haven Green. (Exhibit B describes the vision of Ives Squared and its programmatic components.

III. PROJECT OBJECTIVES

As a catalyst to the transformational goals of Ives Squared, the New Haven Free Public Library seeks to create an affordable café, featuring high-quality beverages and food largely prepared off the premises. The library's primary objective is to develop a stable, successful operation that will be maintained and operated at the highest standards. The Café makes a significant improvement to the quality of Ives Squared operations and ambience of the library and its community while providing a convenience for the public. All café operations and events conducted during regular business hours of the library must be open to the public. Alcoholic beverages and use of the café for fund-raising or after-hours events, other than for the direct benefit of the New Haven Free Public Library and its joint program or service endeavors with specific partners, is not permitted.

Café Coffee/Beverage and Food Service The Library seeks to partner with a caterer, restaurateur or coffee shop who would offer a variety of light fare including lunch food (either freshly prepared and/or prepared and packaged off-site), snacks, and beverages, including espresso/cappuccino coffee/tea options. The meal design is to include breakfast items, lunch, snacks and coffee/tea with possible service into the evening (until 8pm, M-Th and until 5pm, F-Sat). Examples of food include: bagels, pastries, breakfast sandwiches, scones, salads, paninis, lunch sandwiches, and snacks as well as an array of hot and cold beverages, including smoothies, espresso, steamed milk coffees and teas. The food and beverages offered need to be of high quality, with good variety and good value.

The Library welcomes specialty food services that represent local, seasonal, healthy products, emblematic of New Haven's reputation as a food conscious farm to table town. Proposals with business plans that feature workforce development; representation from New Haven's culturally rich and diverse population, including refugees and immigrants; or social impact attributes are strongly encouraged to promote the café as a destination space with unique characteristics. Proposers who build on the interests of the library clientele, for example through broadcast of community voices, storytelling, author talks or music, are also encouraged.

To facilitate successful operation, it will be important to keep menu prices for distinctive items reasonable. Café services and amenities need to be customer-oriented and must in no way conflict with any aspect of the mission or goals of the Library.

In addition to daily operations, the Library and partner organizations will host various in-library events that will require catering. The successful Proposer will secure a priority position as the preferred caterer and therefore must demonstrate a capacity to reliably fulfill catering orders with off-site kitchen and/or prep facility.

Space and Equipment Specifications

· The Café's space features a 26-foot long café counter with space for cash out and 8 patron seats.

· The server space is approximately 61-6’9" wide and 22'-9" long between the café counter and back wall, approximately 174 square feet.

· Storage and food prep area behind the server is approximately 128 square feet.

· The Café counter will allow for typical "behind bar" equipment and storage.

· The back bar area is approximately 15 feet long and can accommodate reheating and coffee brewing equipment, plating, utility sink, storage, menu board, and similar items.

Service Equipment (Refer to attachment G Addendum A)

· The space is equipped with plumbing connections and electrical outlets (as shown in the sketch of the layout for the space). Along the back bar, outlets include (2) 220-volt outlets, (4) 120-vott duplex dedicated circuit outlets, and one general use outlet. Below the café counter there are behind bar outlets of (1) 220-volt outlet and (3) 120-volt duplex outlets.

· Also provided: three-basin sink with open base counter, drying rack over shelf at three-basin sink, mop sink, and hand wash sinks; hot and cold-water supplies; as well as required anti-siphon drains at the back bar, behind bar, and café storage room areas.

· Quarry tile floors and 6" tall quarry tile base is provided throughout the café back bar and storage areas with one floor drain in each of those areas.

· Details of equipment installed behind the counter and in the adjacent prep- and workroom are specified in Addendum A. They include all major items typical for operating a coffee house/café space apart from a short list of miscellaneous items such as microwave, panini grill, blender and others specified as the vendor's responsibility in Addendum A.

Seating Space and Equipment (Refer to Exhibit A-attachment G)

· The Café seating area includes both an interior seating area and an outside patio seating area that is open Spring, Summer and Fall.

· Patrons sitting in the café are able to access the library's Wi-Fi network.

· The interior seating area is approximately 900 square feet, and the patio is approximately 975 square feet.

· The patio is lit to provide more usable time into the evening —a retractable awning for shade adds to patrons' comfort.

· Loose seating, including bar stools, and tables is provided by the library in approximately the quantity and arrangement as shown in the sketch (with the addition of a third table and four chairs on the patio).

· The Café has an audio sound system with a speaker system that includes the patio, allowing for enjoying live Café musical performances indoors and outdoors.

Basic Health and Safety Code Requirements Proposers must meet the City of New Haven Board of Health code requirements.

Utilities All utilities and related costs would be included within the lease agreement.

Structure All designs and work to be performed on the structure will require prior approval and the appropriate permitting and/or zoning from the City and its respective departments.

Operations and Maintenance Custodial maintenance of the café and customer area including trash removal and cleaning is the responsibility of the Lessee.

Operating Terms and Conditions The Proposer (the "Lessee") should be aware that this Project will be developed and operated pursuant to a Lease Agreement (the "Lease") between the City (NHFPL) and the selected

Proposer. Agreement Term is 1 year with 2 options to renew at sole discretion of City. Terms and conditions of the Lease to be negotiated based on the successful Proposal are set forth below. In the event that the Lease is terminated for reasons other than City's breach of the Lease, the City will not consider proposals for reimbursement of unamortized capital improvement costs as of the date of termination.

1. The Lessee will be responsible for obtaining any and all necessary approvals, permits and licenses for any construction and lawful operation of the Project. Health, sewer, building or any other authority having jurisdiction.

2. The Lessee will be required to maintain throughout the term of the Lease, insurance in amounts and with limits determined appropriate by the City in a form and with carriers acceptable to the City, including but not limited to, comprehensive general liability, workers' compensation, property insurance on the premises, personal property, business interruption, builder's risk and any other insurance required by law. The City must be named as Additional Insured.

3. The Lessee will be required to submit food service operation plans for the Project and to obtain all required City, state and federal approvals and permits. All plans will be subject to the approval of the City and any other applicable regulators. In the construction and alteration of the Property, Lessee shall comply with all applicable laws and regulations including, but not limited to, the Americans with Disabilities Act (ADA) and its design standards under both Titles Il and Ill thereof.

4. The Library will actively work with the Lessee to make the café success enterprise and will review monthly sales reports (indicating hourly transactions, gross sales, discounts and sales by product category) and quarterly income and expense statements with the Lessee. Payments on the leasing of the space are negotiable and may be based on a regular monthly flat rate or percentage of gross sales, or a combination of the two and will be paid monthly to the library. At the end of each operating year, the Lessee will be required to submit a detailed income and expense statement for the past year's operation.

5. The Lessee will comply with all City, state and federal laws relating to access for persons with disabilities.

6. The Lessee will provide, for the City’s review: menu's, graphic design, signage, display, or other elements affecting the type of food/ beverages being served or design of the space. Marketing activities will be coordinated with the Library to facilitate integrating the café marketing communications with library communications.

7. The lessee will be responsible for the training and conduct of café employees and will inform the Library of staffing changes. Lessee will work with the Library to ensure new staff are oriented on the library policies pertaining to the use of the café space. The café employees must adhere to the Library's Code of Conduct English_Spanish and follow the Library's security protocols for handling any breaches to the Code of Conduct by individuals in the café.

8. Signage being placed outside of the cafe area, within the library or on or around the exterior of the library shall be reviewed by the City prior to pursuing approvals from authorities having jurisdiction.

Operating Preconditions Pending the negotiation of a Lease Agreement, it may be possible for the selected Proposer to enter into a short-term License Agreement to operate the Property in the interim.

IV. CITY CONDITIONS AND REQUIREMENTS

RFP Submission Each proposal submitted must meet the following requirements. Failure to comply will result in the automatic disqualification of a submission from further consideration.

The City reserves the right to alter, revoke or reject this RFP at any time. The City further reserves the right to reject any and all responses and to accept only those responses deemed by the City to be in its best interests.

The selected Proposer must agree to make available records related to the Project, such as its financial statements, as requested by the City during the term of the Lease.

V. SCOPE OF WORK REQUIREMENTS

Information provided must be submitted as a scope of work with the following format, identifying each item by its corresponding number. Failure to provide any of the categories of information requested below may result in the City determining the proposal to be nonresponsive.

1. Introduction The introduction to the Proposal should be on letterhead that includes all relevant contact information for your organization and should consist of a brief, concise summary of your proposed concept plan.

Information should also include without limitation:

· Legal name of organization

· Date organized

· Legal form of ownership. If a corporation, where incorporated.

· Tax Identification number(s)

· Number of years engaged in services under present name

· Ownership: names, titles, reporting relationships, background and experience Note: The statement set forth below must be included separately on your organization’s letterhead, bearing the signature and title of an authorized representative of your organization, and duly notarized:

· "The undersigned hereby authorizes and requests any persons, firm or corporation to furnish any information requested by the City of New Haven in verification of the recitals comprising this response."

2. Concept/Business Plan In submitting a Proposal, the Proposer shall, in addition to all other required submissions, include a concept/business plan that addresses the following:

A. Proposal Overview

· Provide a detailed overview.

· Describe goals and objectives for both the casual dining café experience and Ives Squared, focusing on how they align with the library's objectives and visions for the Property.

B. Management

· Describe your qualifications including experience and credentials in administering the Project based on the outlined Project objectives. Discuss your experience in owning and/or operating a business (detail number of years, description of facilities managed, etc.).

· Describe your strategies to implement your management plan for the facility? (How are you staffing it? What are your proposed hours of operation? How will product quality, facility cleanliness and customer service be monitored? How will you pay for ongoing maintenance and operation costs? etc.)

C. Products and Services

· Describe your proposed product offering (including menu items and pricing for both the café menu and the catering menu options) and the process by which items will be sourced, delivered and sold to customers.

D. Marketing

· Describe how you will market the products and services offered at the Property — including both social media and trade area outreach. (Identify any necessary partnerships and the role they will need to play in the success of the operation).

· Describe how you will address public access and create a welcoming space within the Property.

E. Financial Plan Your Proposal should provide:

· Evidence of access to equity capital and financing resources to implement the proposed project supported by financing letters of intent, and/or bank statements.

· Narrative describing experience with similar projects (if applicable), including the organization's familiarity with the New Haven market, and a list of potential sources of financing.

· Current business financial statements and historical statements for the past three years.

· A Project budget, including (but not limited to) a detailed breakdown of Project sources and uses.

· A detailed Project schedule.

· Pro forma financial statements for two years from initiation of the Project.

Disclosure & Certification Affidavit of Outstanding Obligations to the City of New Haven

· Each applicant must include in its Proposal a fully completed Disclosure and Certification Affidavit, a term for which is attached.

Property and Liability Insurance

· Certificates of required insurance will be requested prior to commencement of operation of the Café.

Addendum A New Haven Free Public Library Café Equipment List Attachments:

A. Exhibit A: Architectural drawing of café space B. Exhibit B: Ives Squared description of core spaces

Addendum A New Haven Free Public Library - Café Equipment List with notification of vendor responsibilities The list below is based on typical equipment that a small Coffee House or Café may require.

It is assumed that food will be prepared off-site and brought into the Café for sale. Warming equipment for this kind of food may be desired and is included in the list below.

The Library will provide the following as currently installed in the space:

· Espresso machine, coffee grinder and marble top and stand

· Twin 1.5 Gallon Brewer

· Behind the counter tiled prep table with enclosed base and sink, 96" Wide

· True Mfg. Sandwich/Salad prep table, 60" Wide

· Glass Divider/Single Bay Sneeze Guard

· (2) Hand Wash Sinks, 18" (one behind counter and in back work room)

· 3 Basin Wash Sink w/ Side Drain Board, 72" (back work room) Utility Sink (back work room) The Library will provide the following items or their equivalent:

· Combination display and self-serve refrigerator case, 60" wide

· Reach-in refrigerator, 36" wide and Reach-in freezer, 36" wide (back work room)

· Under counter ice maker, 100# Per Day, 24" wide

· Under counter refrigerator, 10-15 Cu. Ft., 48" Wide The Café Vendor is responsible for providing and maintaining the cash register and point of sale system in addition the following miscellaneous food preparation equipment (representative list contingent on menu):

· Panini grill

· Convection oven

· Blender

· Soup Warmer Possible future requirements, if needed, to be negotiated:

· Grease Trap, Under counter Wash Sink

· Under counter hot water sanitizer/washer, 24" Wide Electrical Requirements Over Back Countertop 208v 3p For Microwave, 24" 240v Ip For Airport Coffee Brewer, Duel Head, 24" 240v Ip For Espresso Machine, 30"1 120v Ip For 1 Pot Coffee Brewer W/ Warmer, 12" 120v Ip For Blender, 12" 120v Ip For Coffee Grinder, 12" 120v Ip For Panini Grill, 18" 120v Ip For Cash Register

VI. PROPOSAL SELECTION

Selection Process

All Proposals shall be reviewed by the Café Project Team. The Project Team includes the Library Ives Squared Administrator, the Library Buildings Superintendent, the City Librarian, and the Deputy Director of Economic Development. They will review and select up to three proposals for final determination by the City Librarian, Library Board President and the Mayor's representative. The Project Team shall also communicate the selected proposal to the City Plan Department for advisory review in collaboration with Corp Counsel.

Selection Criteria The Proposer must have the demonstrated ability to deliver a Project which meets the Library's Project objectives. The Library will use the following criteria in evaluating the responses to this RFP:

1. Experience and organization of the Proposer's team, based on demonstrated responsiveness and decisiveness, and overall qualifications and availability of key individuals of the team, economic success of related ventures, ability to implement development quickly and effectively, and ability to work constructively with the Library and community representatives.

2. Experience and reputation of the Proposer, based on the breadth of experience, partnerships in public/private or private ventures, quality and success of other restaurant and/or resource venture(s) over time, uniqueness of other venture(s), and ongoing management of catering/restaurant operations.

3. Quality and uniqueness of the concept, based on the type and character of proposed operation, targeted clientele, type of product offerings, appeal to a diversity of users, and compatibility with the library clientele.

6. Financial viability of the Proposal, based on adequacy of projected revenues to support the investment and reasonableness of the cash flow analysis.

7. Other factors as appropriate, including without limitation, alignment and partnership potential with library's social, cultural and entrepreneurial objectives, community support and approvability of the Project in accordance with required regulatory approvals.

image6.jpg